A Preparation Drill For Your Next Meeting

What are you going to do, in the next meeting you are summoned to attend? Only too often, you found yourself to be indulged in the practice of meeting people for various business purposes and ventures. There are many reasons for that. Some more convincing than others. But the fact is, that most of the times you spend much valuable time in meeting ventures, without clear agendas. For this reason, it is essential to have in hand a preparation drill to safeguard your precious time, energy and resources!

A preparation drill for your next meeting

Why Do We Do Business Meetings?

Why do we do business meetings? And they are all of them, essential, you would ask? We do meetings in business, for many reasons, actually. Among them, included:

  • Business reasons,
  • Agenda promotion issues,
  • Cause/purpose promotion reasons,
  • Career or promotions reasons,
  • Public relationships reasons,
  • Idea, product, concept promotion reasons,
  • Psychological security reasons,
  • Consulting/coaching reasons,
  • Training reasons,
  • Brainstorming reasons,
  • Charging/fee/payment reasons(!),
  • Sense of accomplishment reasons,
  • Other, not (or at most) important reasons [!!!]

Well, do I argue that most of the meetings may be useless? Well, yes and no! Most research have demonstrated, that many of the so-called “important” or “of the essence” meetings are not so. Usually, they are random, at hand, congregations of a high in Pecking order supervisor, in need for answers (most of the times), ideas (more often), responsibilities, errors, or for one or more person(s) to assume a task or something else (more of the times).

A Preparation Drill For Your Next Meeting

Meetings are not always necessary but may become demanding. Sometimes you can challenge their utility, other times you can find them necessary, but almost certainly, you would find yourself involved in one (or more) business meetings. For this reason, you should have, in place, a routine, that would prepare you for the various types of meetings and support you effectively in any of your future attending meetings.

A drill as that should start, exactly, when the date, topic and agenda of the meeting you should attend, has been determined (by you, or anyone other). Such routine should include:

  • The before Period (pre-meeting period). This phase includes:
    1. Collection of all support material pertinent to the topic the meeting will cover
    2. Gathering of all the necessary cards, equipment, notebooks and other means for note taking, presentation, etc you are going to use
    3. Company’s or business’ brochures and relevant material
    4. Printing of all the necessary support material for the meeting
    5. Mental and physical preparation of yourself (!)
  • During meeting drill. During the actual meeting you should:
    1. Attend and take good notes
    2. (if your are coordinator) Keep the time and agenda
    3. Make sure you don’t waste any time
    4. Be early in meeting place
    5. Before leave the meeting, note:
      • Summary of topics discussed,
      • Tasks assigned,
      • Deadlines agreed upon, and
      • Other stuff of importance (reports should be filled in, questioners should be dispersed, monitoring tools, etc.)
  • After meeting period you should:
    1. Communicate effectively and interact with the other involved parties for the completion of the objectives of the meeting (if any),
    2. Monitor closely the deadlines
    3. Follow up or research issues have not been fully clarified and notify the interested participants
    4. Monitor timetable for the accomplishments of tasks agreed upon
    5. Deliver the agreed output in time

Question: Do you think this mode of work, can help you in your next meeting? What other ideas, can help you in your next meeting?

    e-Business | e-Learning Consultant

    Takis Athanassiou is a Business Consultant, Author, and Trainer, active in the areas of leadership, business consulting, marketing, e-Learning, social media, and personal growth. He aims at the development of people, business and assets! You can check out his blog, listen to Leadership Execution podcast, and follow him on Facebook, Twitter, LinkedIn, YouTube, Pinterest, and Instagram.

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